Job Appointment Cancellation Or Termination Letter
Dear [Employee Name],
I am writing to inform you that your employment with [Company Name] will be terminated/cancelled, effective immediately. [State reason for termination/cancellation, if applicable, e.g. "due to company restructuring," "due to your violation of company policies," etc.]
We regret having to take this action, but after careful consideration, we believe it is in the best interests of the company. We appreciate the hard work and dedication you have shown during your time with us, and we wish you all the best in your future endeavors.
[If applicable, include details about final paycheck, severance package, etc.]
If you have any questions or concerns regarding your termination/cancellation, please do not hesitate to contact me or the Human Resources department.
Thank you for your service to the company.
Sincerely,
[Your Name]
[Title]
Formal Job Appointment Cancellation Letter
Subject: Cancellation of Job Appointment
Dear [Candidate’s Name],
We regret to inform you that due to unforeseen circumstances, we must cancel the job appointment offered to you on [Date] for the position of [Job Title]. This decision was not made lightly and is a result of internal restructuring within our organization.
Please accept our sincere apologies for any inconvenience caused. We truly appreciate the time and effort you invested during the recruitment process and encourage you to apply for future opportunities with us.
We wish you all the best in your career endeavors.
Sincerely,
[Your Name]
[Your Position]
[Company Name]
Termination Letter Due to Performance Issues
Subject: Termination of Employment
Dear [Employee’s Name],
This letter serves as official notice of the termination of your employment with [Company Name], effective [Last Working Date]. Despite repeated discussions and performance improvement plans, your performance has not met the expected standards for the role of [Job Title].
We acknowledge your contributions during your time with us and appreciate your efforts. Your final paycheck, including all dues and benefits, will be processed as per company policy.
We wish you success in your future career.
Regards,
[Your Name]
[Position]
[Company Name]
Job Appointment Cancellation Email Due to Company Restructuring
Subject: Job Appointment Cancellation
Dear [Candidate’s Name],
We regret to inform you that we must cancel your job appointment for the role of [Job Title], which was scheduled to commence on [Joining Date]. This cancellation is due to a company-wide restructuring initiative that has impacted several positions.
We apologize sincerely for this development and the inconvenience it may cause you. We would be happy to consider your application for future openings that align with your profile.
Thank you for your understanding.
Best regards,
[Your Name]
[Company Name]
Termination Letter for Misconduct
Subject: Termination of Employment for Misconduct
Dear [Employee’s Name],
After a thorough review of recent events and in accordance with our policies, we are compelled to terminate your employment with [Company Name], effective immediately. This decision is based on [specific misconduct issue], which is a violation of company policy and code of conduct.
You are requested to return all company property in your possession by [Date]. Your final dues will be settled as per company regulations.
We hope you understand the seriousness of this matter.
Sincerely,
[Authorized Officer’s Name]
[Position]
[Company Name]
Job Appointment Cancellation Letter Due to Candidate’s Unavailability
Subject: Cancellation of Job Appointment
Dear [Candidate’s Name],
We acknowledge your communication regarding your inability to join [Company Name] on [Joining Date] for the position of [Job Title]. Accordingly, we consider your job appointment canceled.
We respect your decision and appreciate your honesty. Please feel free to apply with us in the future if your circumstances change.
Best wishes for your career path ahead.
Warm regards,
[Your Name]
[Position]
[Company Name]
Termination Letter After Probation Period
Subject: Non-Confirmation of Appointment
Dear [Employee’s Name],
Following the completion of your probationary period, we regret to inform you that your employment with [Company Name] will not be confirmed. Despite the support provided, your performance has not met the required standards for the role of [Job Title].
Your employment will be terminated effective [Date]. Your final salary and applicable benefits will be processed in line with company policy.
We thank you for your time with us and wish you well in your future endeavors.
Sincerely,
[Your Name]
[Position]
[Company Name]
Casual Job Appointment Cancellation Message
Subject: Job Appointment Cancellation
Hi [Candidate’s Name],
I wanted to let you know that unfortunately, we have to cancel your job appointment for the [Job Title] role. This was a tough call and came down to some unexpected internal changes.
Thank you for your interest and the time you spent with us. We hope to reconnect in the future.
Best,
[Your Name]
Termination Letter for Redundancy
Subject: Termination of Employment Due to Redundancy
Dear [Employee’s Name],
It is with regret that we inform you that your position at [Company Name] has been made redundant as part of a broader organizational restructuring. As a result, your employment will end effective [Date].
We are grateful for your dedication and contributions to the company. You will receive all benefits and compensation due to you, along with any redundancy package applicable under company policy.
We deeply regret the necessity of this action and wish you success in your future career.
Respectfully,
[Your Name]
[Position]
[Company Name]
What is a job appointment cancellation or termination letter and why is it needed?
A job appointment cancellation or termination letter is an official communication that informs a candidate or employee about the withdrawal of a job offer or the end of their employment. These letters are necessary to document the decision formally, provide clarity, and comply with legal and organizational requirements. They also help maintain transparency and professionalism during difficult employment decisions.
Who should issue a job appointment cancellation or termination letter?
- Hiring managers when canceling job offers.
- Human resources departments for standard terminations.
- Senior management in cases of serious misconduct.
- Company directors in case of organizational restructuring.
Common scenarios when a job appointment cancellation or termination letter is required
- Candidate cannot join after accepting an offer.
- Company restructures or removes the position.
- Employee fails to meet performance expectations.
- Misconduct or policy violations by an employee.
- Redundancy due to downsizing.
- Non-confirmation after probation.
Formatting guidelines for cancellation or termination letters
- Keep the tone professional, respectful, and clear.
- Use simple, direct language without unnecessary details.
- Letters should be concise—typically 250–400 words.
- Specify effective dates and next steps.
- Ensure the letter is signed by an authorized person.
Requirements and prerequisites before sending such a letter
- Ensure performance reviews or warnings have been documented (where applicable).
- Secure internal approvals from HR and management.
- Verify contractual obligations and notice periods.
- Prepare final settlement or redundancy benefits in advance.
- Draft carefully to avoid legal disputes.
What to do after sending a termination or cancellation letter
- Confirm that the employee received the letter.
- Conduct an exit interview if applicable.
- Retrieve company property and revoke system access.
- Provide final dues, certificates, or references if promised.
- Maintain internal records for compliance.
Common mistakes to avoid in cancellation or termination letters
- Using overly harsh or emotional language.
- Omitting important details like effective dates.
- Not offering final settlement information.
- Sending without HR or legal review.
- Delaying communication, leaving employees uncertain.
Elements and structure of a proper cancellation or termination letter
- Subject line.
- Greeting.
- Clear statement of cancellation or termination.
- Reason for the decision (optional in some cases).
- Effective date of cancellation/termination.
- Information on benefits, dues, or settlements.
- Closing with best wishes or professional courtesy.
Pros and cons of sending job cancellation or termination letters
Pros:
- Provides written record of decision.
- Avoids miscommunication or disputes.
- Maintains professionalism.
Cons:
- May negatively affect company reputation if not handled well.
- Can damage morale among remaining employees.
